EPA’s Information Access Strategy (DRAFT)EPA’s Information Access Strategy (DRAFT)EPA/IAS_65e91d9c-47e3-4b7d-881c-fb5ddf6c259aEPA’s information audiences want to be able to find the information they are looking for more easily than is possible today. People want to be able to understand environmental information more easily. EPA’s information audiences want environmental information and data organized into convenient formats for easy use._a625763d-2591-4b34-832c-df4ad6998bcfEnhance access to environmental information so that we may all be better equipped to help address our nation’s environmental challenges._f96c56a0-7aa9-4aec-931a-1b85308f5f78Find InformationEnable People to Find Environmental Data and Information at EPA and Other Federal Agencies_a3ba6d9b-5003-48eb-8b15-d4ebf8b983fa1People need better tools for searching through EPA’s digital information resources. They also need guidance from information professionals to help them identify and locate print information resources. They believe that EPA, usually their first stop when looking for environmental information, should lead efforts to simplify their search for environmental information maintained by other Federal agencies. EPA will advance this recommendation in the following three ways.Search ToolsImprove the tools available to search for EPA’s digital information resources_91f44f6c-7b23-4092-a481-466b9b51b8041.1Computer-assisted search for subject matter over the Internet is now the preferred method of finding information. Powerful search engines, such as Google and Yahoo, can help people find environmental information posted anywhere on the Internet. Software designed to catalog information for easy identification and retrieval can facilitate the task of preparing EPA’s vast stores of information for easy Web access. While effective management of EPA’s Web information content is within reach, the Agency must move aggressively to implement an enterprise-wide approach, for all of its offices manage valuable information resources. EPA has purchased a search technology, but visitors to EPA’s Web site continue to have problems finding information. At the same time, search engines from third parties have become very effective at helping people find what they are looking for. • What is the right technology balance between licensing a search engine and outsourcing it to a search provider? • What approach should the Agency follow to accelerate the tagging of EPA Web pages and digital documents? • What steps should the Agency take to improve Web content management to ensure that EPA’s digital information is up-to-date and relevant?Information SpecialistsStrengthen EPA’s network of information specialists_297f3e4f-0e37-4a71-906f-c84f3a1d6ba81.2EPA employs a variety of information specialists placed throughout the Agency and on telephone hotlines to help public callers and visitors find Agency information. Examples of these information specialists include public affairs staff in Headquarters and all ten Regional Offices, Toxics Release Inventory coordinators in its Regional Offices, and EPA librarians. Most of these information specialists operate as loose networks across their geographic areas of responsibility and subject matter expertise. While they focus mainly on local information requests, information specialists sometimes direct people to information resources elsewhere and provide referrals to Agency subject matter experts. EPA’s Library Network is composed of 26 facilities located in Regional offices and laboratories throughout the country. Many of these libraries specialize, either geographically (e.g., the Chesapeake Bay) or by subject (research and development). In the past, the libraries operated independently to provide local support for EPA staff and the public. By becoming a stronger national network, EPA’s librarians are extending library visitors access to specialized collections and knowledgeable librarians at all library locations. Strengthening other networks of Agency information specialists similarly may be expected to improve the help they are able to provide people to find EPA information. EPA employs many staff who help people find information, including a network of professional librarians. In many cases their efforts are not fully coordinated. • How can EPA better coordinate the informal network of information specialists throughout the Agency? • What can EPA do to better connect the Agency’s professional librarians with technology and tools that provide “anywhere access” to library services?PartnershipsExplore possible search partnerships with other Federal agencies_9d72b38d-f16b-4500-9772-fd47c24d5cd51.3Search partnerships would help people to find information maintained by EPA and partner agencies. One basic type of partnership could include navigation tools guiding people easily from EPA’s Web site to pages on other Federal agency Web sites where they can begin to search for information of interest. Another more sophisticated partnership could be used to develop a federated search capability with controlled vocabulary of environmental terms used by all partners to catalog the content of their respective information resources to allow for easy identification and retrieval. Both the challenges and benefit of improving search of environmental information are multiplied when expanding the scope beyond EPA to include information available through other Federal agencies. EPA will proceed by exploring incremental improvements with the potential of someday expanding into fully federated search. Most agencies provide search mechanisms for information that is on their Web sites. To establish partnerships, EPA needs to engage other agencies and resolve technical issues. • How can EPA engage partners to coordinate search across agencies? • What issues, e.g., technologies, taxonomies, and tagging standards, must Federal agencies agree on to coordinate search across their organizations?Understand InformationImprove People’s Understanding of EPA Data and Information to Promote Appropriate Use_17742e8b-12b1-43fc-ac73-358a0ac827f42For National Dialogue participants, an improved ability to understand data and information begins with better transparency, or an illuminating view of data and information quality, reliability and circumstances surrounding its acquisition. They also emphasized the importance of trusted, knowledgeable people as sources of information on subjects of concern to them.Information TransparencyImprove the transparency of EPA data and information by providing better documentation tools_b5a96193-e9b7-49ff-a6be-205eb386fd222.1People need information about information, known as metadata, to understand information sufficiently and use it properly. Ideally, metadata describes when, how, why and by whom a data or information resource was developed. Developing metadata is typically the responsibility of the individual data collector or author. To improve metadata availability and consistency, EPA needs more structured requirements and a supportive framework to assist the developers of data and information resources. Determining metadata needs is complicated by the many types of EPA data and diverse audience uses. • How can EPA determine what metadata will be most useful to its audiences? • What metadata guidance and support do EPA’s data developers need?Front-Line ProvidersSupport front-line providers of information_01bf3541-34b8-4e0d-a584-585a46ce6d2b2.2People often acquire environmental information through intermediaries—trusted sources of information who are closer than EPA to both their audiences and the environmental issues of concern to them. Examples of information intermediaries include news media meteorologists (for air quality information) and medical professionals (for chemical exposure information). They also include state, tribal and local government agencies, and nongovernmental organizations. Every day, information intermediaries use their superior vantage point to deliver environmental information to public audiences. EPA can thus help its own information audiences by better understanding and meeting the information needs of intermediaries who serve them. EPA needs to better understand these information providers, their information needs, and the audiences they serve. • What is the best way to identify the key information providers and the audiences they serve? • How can EPA determine the information needs of these information providers?Organize InformationOrganize EPA Information and Data into Formats that Promote Better Understanding and Facilitate Desired Uses_f4ff2651-31c7-44a2-aed4-03a5601229203While National Dialogue participants offered many examples of data and information uses, two major ones emerged in discussions with EPA: general and analytical uses.Introductory MaterialsDevelop introductory materials on topics and issues for general use_f232d0d4-0825-4b3a-a9d8-76de25568f9a3.1General audiences for environmental information typically want to begin with a general understanding of environmental topics and issues of interest to them. Summaries of topics and issues can serve two valuable purposes. They can provide public information audiences, and the intermediaries who serve them, with print-ready documents for use as handouts and mailings. In addition, when used as a user interface on EPA’s Web site, they can introduce visitors to a topic or issue, and then guide them to more in-depth information resources. EPA can begin to address this recommendation by identifying the topics and issues of greatest interest to general information audiences. EPA provides a vast amount of information at many technical levels. Developing introductory materials is resource-intensive and challenging, since many of EPA’s programs work with complex scientific or regulatory information. • How can EPA set priorities among various topics and issues? • What format, level of detail, and language should the Agency aim for in its materials? • How can the Agency develop these introductory materials?Data OrganizationOrganize EPA data for analytical uses_5b4a74c7-012e-4a23-bb4b-9791b03bd7833.2Researchers, analysts and other more knowledgeable information audiences often want access to simple data formats that facilitate download to their PCs, manipulation and use with a variety of analytical software tools. These data formats are most useful when organized according to themes routinely used to do environmental analysis, such as regulated (polluter) facility and geography on scales ranging from local neighborhoods to regions of the country. Organizing data in this manner requires that EPA assign complete and reliable facility and geographic identifiers to its databases. Additional effort is required to prepare EPA data for analytical uses, make it accessible, and notify audiences of its availability. • How can EPA determine what data and formats are most important to its audiences? • How can EPA encourage the addition of key identifiers to its data in order to support integration? • How can the Agency ensure that data for analysis stay current and audiences are informed of updates?PartnershipsStrengthen partnerships with Federal data collectors EPA and other Federal agencies collect environmental and related information to meet their individual mission needs._8a7a8cb1-55de-40a3-af7f-19d0f43f67da3.3To meet the needs of other audiences, however, these individual collections of data must often be fit together to achieve a mosaic effect—or holistic picture of the environmental conditions, causes and consequences of concern—unattainable using data from any single source. Better information partnerships among Federal, state, tribal and local information sources are needed to combine data easily. These partnerships will rest on two pillars. The first is a commonly-held understanding of audience information needs, for which EPA should assume lead responsibility. The second is a build to share approach, composed of common principles of data management, especially those governing data integration, documentation and delivery, for ensuring basic compatibility of data collected by independent sources. Environmental information that is of interest to EPA’s audiences is collected by many agencies throughout the Federal government and is maintained in different locations and formats. • What technical issues must EPA and other Federal agencies address in order to allow EPA’s audiences to integrate and analyze their data? • How can EPA ensure that these data are easily accessed and analyzed by its audiences?Empower PeopleUse New Web Technologies to Empower People to Find, Understand and Use Environmental Information and Data_2e00fbee-b2c2-4373-8080-63f12baac8264Three kinds of new Web technology are revolutionizing the delivery of information, data and collaborative support: • Push technologies provide rapid, electronic notification and delivery of up-to-date information to subscribers based upon their personal preferences for timing, content and format. • Web publishing simplifies the uploading of raw data to the Internet in a flexible format that allows anyone to download it to their own computers, analyze and redistribute it to others. • Collaborative technologies, such as Web wikis and blogs, can connect people with shared interests in finding, understanding and using environmental information. EPA is testing Wiki technology as an electronic platform for informal exchanges of information and expertise between knowledgeable environmental professionals and members of the interested public. These technologies are already widely used outside the Federal government and are beginning to be used within EPA ... Web Technology Examples: RSS (Really Simple Syndication): EPA is using RSS in variety of ways to notify members of the interested public of news developments and new information resources. RSS is now used to alert the news media to Agency press releases. ENVIROFLASH -- an EPA partnership with local environmental and health agencies -- uses RSS to broadcast Air Quality alerts directly to government agencies and the interested public. EPA's Action Initiation List (AIL) of new regulatory projects is available as an RSS feed from regulations.gov. In the near future, innovations on EPA’s Web site should make it possible for all EPA staff to create customized RSS feeds on topics of interest to information audiences. Publishing XML Data: EPA’s GeoData Gateway: The GeoData Gateway provides a single, comprehensive point of access for EPA's diverse geographic data assets. It features a common data catalog and integration tools for combining different EPA data sets. It further includes a complete directory of Web services available through other data publishers, allowing easy access to geographic data maintained outside the Agency. EPA is exploring ways to make more of its licensed geographic data available to Agency staff and government partners by establishing secured Web services for their use. Web Collaboration Tools: Wikis and Blogs: EPA is a recognized leader in the Federal Government for its use of collaborative Web technologies, commonly called wikis and blogs. Examples of EPA blogs include the popular Flow of the River, featuring EPA’s Deputy Administrator Marcus Peacock, Greenversations and Ask EPA. All of these blogs offer opportunities for members of the public to engage in interactive online dialogues with EPA employees. EPA also made extensive use of wikis and blogs to conduct the National Dialogue on Access to Environmental Information and develop this Information Access Strategy. Push technologies - Interest in push technologies is increasing and they are easy to implement, so EPA can expect increased demand for them. The Agency’s infrastructure to support push technologies needs further development. • How can EPA provide guidance and support for push technologies while encouraging innovation? Web publishing - Most users of EPA-published data will access the data from non-EPA applications. Indirect access will pose new security risks for EPA. • How can EPA ensure that metadata remains easily available to users of EPA’s information, regardless of how audiences obtain it? • What are the additional security risks that Web publishing poses and how should EPA address them? Collaborative technologies - There is a growing demand for uses of collaboration technologies by EPA staff and external partners. • How can EPA take advantage of existing infrastructure to enable uses of collaborative technologies? • How can EPA determine the best adoption path for these technologies?Emerging TechnologiesEstablish a policy framework encouraging uses of ... emerging technologies to advance the recommendations of this Information Access Strategy._901fb7cd-5a4f-487e-92bd-2501d9ac617f4.1Implementation PlanDevelop an Access Implementation Plan_49f0499a-81c3-4ed0-b3e9-bc629aeee69d5By March 2009, EPA will develop a multi-year Access Implementation Plan, calling for phased improvements under each of the recommendations for enhancing access to information by EPA staff and our external information audiences.Define GoalsDefine measurable, long-term goals for improvement._ab179617-e5c8-4bb7-b81a-c480dd3d16615.1Implementation PrioritiesPropose priorities for phased implementation._fdeb94c5-be14-4bd4-ad97-91c31677f01a5.2Governance StructurePropose a governance structure to ensure coordination as the recommendations are implemented._1819c5ff-6fce-4cac-9df3-51506c2a44685.3Needs Identification and Performance Measurement Establish an Ongoing Process for Soliciting EPA’s Information Audience Needs and Monitoring the Agency’s Performance in Meeting Them_02b45496-9fb1-4f77-8f74-433c0f6112446The National Dialogue demonstrated the importance of active institutional learning. EPA information executives who participated in public discussions were rewarded with the clarity of insight afforded by direct discussion with their information customers. Yet new insights inevitably raise new questions. For example: • What information do audiences for environmental information need most? • How do audiences use environmental information? • How do these different audience uses support EPA’s mission to protect human health and the environment? • How can EPA better support the mission-critical uses of EPA information by information audiences? EPA’s Office of Environmental Information will work in partnership with Agency leadership to explore questions such as these in the future. The short-term aim will be to refine the priorities for action taken to implement the recommendations of this Information Access Strategy. In the longer-term, EPA will seek a deeper understanding of information audiences and their needs that may lead to new opportunities for using information access as a strategy for accomplishing our environmental mission.2008-11-142010-02-08http://www.epa.gov/nationaldialogue/DraftAccessStrategy.pdfArthurColman (www.drybridge.com)colman@drybridge.com